Accountant guide · SchoolPilot Help Center

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1. Fee heads & fee structure

Fee heads — Fees → Fee heads lists everything you bill: tuition, computer lab, exam fee, annual charges, sports, admission, transport, hostel… Each head has a frequency (monthly, quarterly, annual, one-time) and the income account it posts to.
Add a fee head — Add Fee head creates a new charge, e.g. Science lab fee, quarterly, posting to Other income.
The fee structure matrix — Fee structure is one grid: classes down the side, fee heads across the top. Type the amount for each class and head — the monthly and yearly totals update as you type.
Save or copy from last year — Save structure applies it to the session. Copy from session copies last year's amounts with an optional % increase.

Open Generate invoices — Go to Fees → Generate invoices. Nothing is saved until you confirm the preview.
Month, due date and classes — Pick the fee month and due date (defaults to the day set in Settings → Payments), then the classes. Students who already have an invoice for that month are skipped automatically.
Options — Include transport and hostel fees, carry forward arrears, and notify parents when the invoices are ready.
Preview — The preview lists every invoice that will be created with its fee heads and total — check it before confirming.
Generate — Click Generate … invoices. Parents are notified and the invoices appear in their portal with a Pay now button.
Invoices created — The invoices are listed for the month. From here you can print challans, send reminders or open any invoice.

Open Print challans — Go to Fees → Invoices → Print challans (or Challans on the Fees overview).
Choose month and class — Pick the month, the class (and optionally a section) and whether to print only unpaid invoices.
Print — Click Open print view. It opens in a new tab with bank, school and student copies — barcode and QR code included — one student per page. Click Print and use A4 landscape with background graphics on.

Open Collect fee — Go to Fees → Collect fee. Today's totals are at the top: collected, cash in drawer and your own collections.
Find the student — Type a name, admission number, roll number or the father's phone. Matching students appear with what they owe.
Review the dues — All unpaid invoices for the student (and siblings) are listed; the oldest is paid first. Late fees are suggested after the due date and can be waived.
Take the payment — The amount received is filled with the total payable (change it for a part payment). Pick the date and method — cash, bank, cheque, online, card or wallet (with a reference). For cash, type what was handed over — here Rs 15,000 — to see the change to return.
Collect & print — Click Collect & print receipt.
The receipt — The receipt opens ready to print (A5 or 80 mm thermal, set in Settings → Modules → Fees) with a verification QR code. The payment is posted to Accounts automatically and the parent gets a receipt notification.

Open Bank slip verification — Go to Fees → Bank slip verification. Slips uploaded by parents wait under Pending, each with the slip photo, amount, reference and the invoice.
Approve a slip — Check the photo against your bank statement, then click Approve.
Issue the receipt — Confirm the amount (and any late fee), add a note and click Approve & issue receipt. The parent is notified. Reject asks for a reason, which is sent to the parent.
Done — The slip moves to Approved and a receipt is created and posted to Accounts.

Open Defaulters — Go to Fees → Defaulters: students with overdue fees, months overdue, oldest due date, amount and the parent's phone with a WhatsApp link.
Filter the list — Filter by class or section, minimum months overdue or amount, and sort by balance, months or class.
Send reminders — Tick students and click Send reminder, or use Remind all at the top. Reminders go by app, SMS, WhatsApp and email according to your notification rules.
Reminders queued — The confirmation shows how many parents will be reminded; the last reminder date is recorded.

Accounts overview — Accounts → Overview: income vs expense for the last 12 months, cash position and where the money goes. Fee receipts, payroll, purchases and depreciation post here automatically.
Add an expense — Click Add expense. Enter the amount, date, bill number, the expense account, vendor and whether it was paid from cash or bank.
Save the expense — Click Save expense. A voucher is created and posted: debit Utilities, credit Cash or Bank.
Journal entry — For adjustments use Journal entry: pick accounts, enter debits and credits — the entry can only be posted when it balances.
Post it — Balanced — click Post entry. Posted entries can be reversed but never silently edited, which keeps the audit trail intact.
Entry posted — The journal entry opens with its number, lines and totals — it is already reflected in the ledgers and financial reports.

Financial reports — Accounts → Financial reports: account ledger, trial balance, income statement, balance sheet, cash & bank book and journal.
Trial balance — Every account with its debit or credit balance for the period — the totals always agree.
Income statement — Income (tuition, admission, transport, hostel, shop…) minus expenses (salaries, utilities, rent…) = surplus for the period.
Balance sheet — Assets, liabilities and fund balance on any date. Print or export each report for the auditors.

Open Payroll — Payroll → Payroll runs shows the month's run prepared by HR: every staff member with attendance, basic, allowances, gross, deductions and net pay.
Check a payslip — View payslip opens any staff member's payslip; Adjust payslip adds a one-off allowance, bonus or deduction.
Approve the payroll — When everything is right, Approve payroll locks the run and posts the salaries to Accounts. After payment, Mark as paid records the date and staff are notified that their payslips are ready.